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Exhibition
Location &
Benefits
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The International Association of
Reservation Executives (IARE) 17th Annual Conference will
be held May 5-8, 2002 at the Premier Riverview Hotel (formerly th Radisson Hotel Charleston) in
historic Charleston, South Carolina, U.S.A.
IARE members represent more than 100
member call centers from airlines, car rentals, rail lines, cruise lines,
riverboats, individual hotels and city convention and visitor bureaus
throughout the world.
The IARE Annual Conference is
the premier event where members can learn about trends and techniques to
enhance their operations; engage in valuable networking and idea-sharing
activities, and see the latest in industry products and services. More
than 100 reservation center managers and executives are expected to attend
this year's conference.
The IARE Exhibition, also called
the Supplier Showcase, will provide a showcase of products and
services used in reservation/call center operations and management for the
travel and hospitality industry. For 2002,
exhibit showcase hours have been condensed into one day – Monday, May 6,
2002, from 10:30 a.m. to 3:30 p.m. In addition, exhibitor
personnel are invited and encouraged to participate in three conference
social events on Sunday evening and Monday.
The greatest value from your
participation will come from networking opportunities at our social events.
These functions allow suppliers to get to know reservation center managers
and executives on a more personal level in a relaxed setting. We strongly
encourage that your exhibit personnel attend these events.
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Exhibit Dimensions
& Equipment
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The
Exhibit Hall (Supplier Showcase) will be located in the Cotillion Ballroom
of the Premier Riverview Hotel. The ballroom is carpeted.
Each exhibit booth is 10’ wide by 8’
deep, with an 8’ high back curtain and 3’ high side curtains. Standard
equipment includes one 8’ x 30" draped table, two folding chairs, a
wastebasket and one 7" x 44" identification sign.
Items must not extend beyond designated
space or into aisles due to fire marshal regulations. Electrical outlets
and telephone lines are not included as part of IARE exhibit fees; refer
to the Utility Requirements section on how to order.
Order forms for additional tables and
other equipment will be included in the service kit from IARE’s official
service contractor. Watch for this kit after March 1, 2002, and return
your order as soon as possible to ensure service.
Each exhibiting company will receive a
list of convention registrants in their on-site packet.
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Exhibit Fees
& Terms
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Why not join
IARE?
Click
here membership information and application forms. |
IARE 2002 Exhibit Fees
IARE Allied Members: $1,200 U.S., 10' x 8' booth
Non-Member Companies: $1,500 U.S., 10' x 8' booth
*The above booth fees will
increase by $200 after February 28, 2002.
Companies that sponsor $3,000 or more
for the 2002 Conference are entitled to one complimentary exhibit booth.
Contracts will be accepted on a first-come, first-served basis. If exhibit
space is not available, a waiting list will be developed on a
first-receipt of contract, first-served basis. IARE will refund all monies
received with the contract to any applicant for whom space is not
available. Contracts received after February 28th are subject to
availability and will be charged an additional $200 per booth.
Exhibitors are prohibited from assigning
or subletting any part of the space allotted to them, nor shall they
exhibit or permit to be exhibited in their space any merchandise or
advertising materials which are not a part of their own regular products,
or which are not compatible with the character of the IARE Exhibition.
IARE reserves the right to refuse to
rent space to any company whose display of goods or services is not
compatible with the general character and objectives of the exhibit.
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Sponsorship
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Sponsorships
are another opportunity to participate in IARE's Annual Convention even if
you are unable to exhibit. Please refer to the Sponsorship
Opportunities form or contact the IARE office for details.
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Payment
Terms
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Full
payment must accompany your Contract for Exhibit Space. IARE will
not accept contracts without payment and cannot hold exhibit space.
Payment by check, VISA or MasterCard will be accepted.
If an exhibitor fails to pay when due
any sum required by the contract, or fails to perform any other term or
condition, or fails to observe and abide by these guidelines, IARE
reserves the right to terminate the contract immediately without refund of
any monies paid.
IARE's tax identification number is
47-0690031.
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Confirmation |
IARE
will notify your company by email that your Contract has been
accepted no later than February 28th. Please be sure to include the email
address of your primary contact person on your Contract for Exhibit Space
to ensure that you receive this notification.
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Exhibitor
Setup
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All
exhibitor set-up should be complete prior to the opening of the exhibition
at 10:30 a.m. on Monday, May 6. The hours for exhibitor set-up are:
Sunday, May 5, 2002
– 4:00 to 6:00 p.m.
Monday, May 6, 2002 – 8:00 to 10:00 a.m.
Exclusive time for convention
registrants to visit the "Supplier Showcase" is scheduled during
the Concurrent Education Session periods on Monday, May 6. Convention
registrants are divided into groups then rotate each session period so
that all registrants attend all education sessions and the Supplier
Showcase. Refreshment stations will also be set-up in the exhibit hall.
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Exhibitor
Teardown |
Exhibits
are to be kept intact until the official closing of the Exhibit Hall at
3:30 p.m. on Monday, May 6, 2002. If an exhibit is not removed by 5:30
p.m., IARE has the right to remove and store the exhibit at the expense of
the exhibitor. Please adhere to these set-up and tear down times so that
there is no unloading or removal of exhibits during exhibition hours.
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Exhibition
& Showcase
Hours
(schedule is
subject to change)
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The
preliminary hours for exhibitor participation are:
Sunday, May 5, 2002
7:00 AM to 2:00 PM
Golf tournament (optional – $50 per person)
4:00 to 6:00 PM
Exhibitor Set-up
6:30 to 10:00 PM
Teambuilding event * Exhibitors invited to participate
Monday, May 6, 2002
8:00 to 10:00 AM
Exhibitor Set-up
9:00 to 10:30 AM
Welcome and Opening Keynote Session
10:30 to 11:00 AM
Opening of Exhibits * Refreshments
11:00 AM to 12:30 PM
Concurrent Education Session &
Supplier Showcase
12:30 to 1:30 PM
Networking Lunch * Exhibitors expected to join group for lunch
1:30 to 3:00 PM
Concurrent Education Session &
Supplier Showcase
3:00 to 3:30 PM
Refreshments in Exhibit Hall * Door prizes
3:30 to 6:00 PM
Exhibits close; Exhibitors tear down * Call Center Forum
6:30 to 8:30 PM
Social Event * Exhibitors invited to participate
Conference programs will continue on
Tuesday, May 7 and Wednesday, May 8. Click here for a preliminary
conference schedule.
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Booth
Assignment |
IARE
will assign all exhibit booths one month prior to the convention. First
priority will be given to companies who sponsor an event for the 2002
Conference, then to companies who exhibited at IARE’s 2001 Exhibition.
Booths will also be assigned with consideration to the location of
competitors, utility requirements and all other matters relating to the
successful conduct of the exhibits.
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Exhibit
Personnel
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Admission
for two (2) representatives is included for each paid exhibit space;
additional representatives will be charged $90 per person. Exhibitor
admission includes a pass for all functions in the exhibit hall; admission
to the Sunday evening event, networking lunch on Monday, and social event
on Monday evening.
Names of your exhibit personnel should
be listed on the Contract for Exhibit Space.
Exhibitors who wish to participate in
conference programs and events on Tuesday, May 7 and Wednesday, May 8 may
register for a special price of $125 per person.
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Service Kits
& Utilities
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After
March 1, 2002, each exhibiting company will be sent a Service Kit from
IARE’s official service contractor. The Service Kit will contain
information on shipping display materials, how to order electrical
outlets, telephone lines, additional tables and other booth equipment.
Utilities such as electrical outlets and
telephone lines must be ordered and paid in advance. Your Service Kit will
contain order forms and costs for these services.
Please watch for your Service Kit and
respond promptly to ensure your order is processed in time for the
convention.
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Shipping
Instructions
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The
Premier Riverview Hotel (formerly the Radisson Hotel Charleston) is unable to receive and store exhibit displays
or merchandise. The Service Kit will contain instructions for shipping and
receiving exhibit materials in advance of the show.
Do not send exhibit items to the
hotel unless prior arrangements have been made with the official
service contractor and IARE staff. Neither the facility nor its staff are
prepared or authorized to receive or handle an exhibitor’s shipment.
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Safety Issues |
Fire
regulations require that all display material used for decoration to be
flameproof. All electrical equipment, signs and lights shall be in good
operable condition and able to pass the inspection of the local fire
marshal.
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Accommodations
& Reservations
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The
IARE’s 17th Annual Conference & Exhibition will be held at the Premier
Riverview Hotel (formerly the Radisson Hotel Charleston), 170 Lockwood Drive, Charleston, South Carolina,
29403 U.S.A.
The Premier Riverview Hotel has
reserved a limited block of rooms for IARE Conference participants at the
discounted group rate of $100 U.S. single or double occupancy,
which includes complimentary breakfast buffet in the hotel restaurant.
Reservations
should be made directly with hotel at (843) 723-3000.
Callers must mention "International Association of Reservation
Executives" to receive group rates.
The specially discounted IARE group rate
is available only until April 4, 2002. After that date, the
rooms will be released for general sale and vacancy and rates cannot be guaranteed.
Please make your reservations early!
A credit card guarantee will be
necessary when making your reservation. Non-smoking rooms are available
upon request.
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Door Prizes |
Door
prizes add fun and excitement to our Exhibit Hall. You may display your
item at your exhibit booth and collect your own entries. Please let us
know when you arrive if you have a door prize.
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Special Needs |
IARE
may assist in providing for special needs for physically challenged
representatives attending the IARE Annual Conference & Exhibition.
Please contact the IARE office by March 1st — (303) 694-4728, ext. 90,
fax (303) 694-4869 or by email at iare@assnoffice.com.
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Cancellation & Refund Policy
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Notice
of cancellation of exhibit space must be made in writing to the
IARE, 7853 East Arapahoe Court, Suite #2100, Englewood, Colorado
80112-1361 USA; fax (303) 694-4869; iare@assnoffice.com. IARE reserves the
right to resell the space vacated.
There are no refunds for cancellations;
exhibit fees will be applied as sponsorship for the IARE 2002 Conference.
There are no refunds for no-shows.
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Exhibitor
Responsibilities |
Neither
IARE, nor its members, officers, staff and management company (Caruso
Group International), nor the official service contractor, nor the Premier
Riverview Hotel and their representatives or employees will be
responsible for any injury, loss or damage that may occur to the exhibitor
or the exhibitor's employees or property whatsoever, prior, during or
subsequent to the period covered by the exhibit contract.
It is understood by the exhibitor that
the nature of the facilities available, the presence or circulation of
large numbers of people, the numbers of removable articles in many
displays, and various other factors, make it mandatory that each exhibitor
shall assume the risk of any such injury, loss or damage.
The exhibitor, by completing this Contract,
thereby assumes such risk and expressly releases the above-named parties
from all claims for any such loss, damage or injury. The furnishing of
security shall not be deemed to affect the non-liability of the
above-named parties nor to modify in any way the assumption of risk and
release provided for them. If insurance is desired, it must be obtained by
the exhibitor.
In case said premises shall be destroyed
by fire or the elements or by any cause, or in the case of Government
intervention or regulation, military activity, strikes or if any other
circumstances make it impossible or inadvisable for IARE to hold the
Conference and Exhibition, then and thereupon the Contract shall terminate
and the exhibitor shall waive any claim for damages or compensation,
except the pro rata return of amounts paid for space, after the deduction
of actual expenses incurred in connection with the Exhibit, and there
shall be no further liability on the part of either party.
It is recommended that exhibitors obtain
adequate insurance coverage at their own expense for property loss or
damage and liability for personal injury.
It is the responsibility of the each
exhibiting company to obtain the appropriate copyright permission and/or
music licensing (ASCAP, BMI) for all materials displayed at its exhibit.
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IARE Office |
The
IARE office is located at 7853 East Arapahoe Court, Suite 2100, Englewood,
Colorado 80112-1361 U.S.A. We can be reached by phone at (303) 694-4728,
ext. 90; fax (303) 694-4869 or email to iare@assnoffice.com.
Visit us on the internet at www.iare.com.
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